Trustees’ Annual Report for the period
From 01 April 2021 To 31 March 2022
Charity name: PENYFAI VILLAGE COMMUNITY ASSOCIATION
Charity registration number: 1189786
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The objective of the charity is ‘To promote for the benefit of the inhabitants of Penyfai, Court Colman and the surrounding area the provision of facilities for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the condition of life of the said inhabitants’ |
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
Para 1.17 and 1.19 |
The challenges of the pandemic continued during 2021/22, our second year as a registered charity. We were still largely unable to arrange activities for the community benefit because the COVID lockdown rules prevented normal social interaction. Due to these restrictions the trustees have continued to meet virtually during the year to discuss and plan future activities, when restrictions are eased. One of our key aims was achieved when the formal Community Asset Transfer (CAT) of the Pheasant field took place in August 2021. BCBC (the local authority) transferred the field to NHCC (Newcastle Higher Community Council) who will now take full responsibility for the CAT and ongoing maintenance of the field on a 35 year lease basis, thus protecting the use of the village green/playing field as a community amenity. A further CAT is being negotiated for the recreational area between Angelton Green and Cavendish Park. |
| The Pheasant Field and recreational area between Angelton Green and Cavendish Park.have been accessible 24/7 throughout the period to everyone, providing much needed outdoor recreation space for local inhabitants to exercise for the benefit of their physical and mental health. PVCA will continue working closely with NHCC to arrange events & activities on the grounds. A Community consultation was arranged via Survey Monkey to identify what activities our local community members would like to develop within the local area. A Community Litter pick group was also set up in August 2021, in collaboration with Keep Wales Tidy. The group continues to meet monthly to undertake community litter picks. Future events planned for 2022/23 include a Jubitea party in celebration of the Queen’s Jubilee and Christmas Fayre. |
||
|---|---|---|
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The trustees took account of Charity Commission guidance on public benefit when considering activities. Although we have been unable to formally arrange group activities during the period due to the impact of the pandemic, access to the Pheasant Field and recreational area between Angelton Green and Cavendish Park.for all inhabitants was particularly valued by local residents to enjoy fresh air and open spaces when Welsh government travel restrictions prevented inhabitants from travelling further afield. |
Achievements and Performance
| SORP reference | ||
|---|---|---|
| Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
Para 1.20 | The unprecedented Covid lockdown and ongoing restrictions were completely outside of our control but had an impact on our ability to arrange activities for public use. We continued to liaise with BCBC and NHCC to negotiate the CAT and to ensure they continued to maintain the grounds during the transition, including cutting the grass and also trimming hedges that were a safety concern. The Solar Farm Grant has been carried forward into the 2022/23 financial year, to be used for new activities for the benefit of all of the community (when Covid restrictions allow). |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | The opening balance on the PVCA account was £2684.23 and, due to the pandemic, there has been very little movement on the account during the year. Bank charges for the CAF Bank account have remained at £8 per month, with a 50p cheque drawn fee charged in June. The application for a NatWest Community account remained ongoing at the year end, with the aim of reducing bank charges. The closing balance on the account was £2487.73. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | The trustees have reviewed the reserves of the charity and the policy is to maintain if possible a balance of unrestricted funds to meet six months’ operating costs in the event that income sources are not available (e.g. during Covid lockdown) or other emergency situations that may arise. |
| Amount of reserves held | Para 1.22 | After reviewing the operating costs of the charity, the trustees have agreed a reserve of £150 which is equal to approx. 6 months operating expenses and is within the balance of unrestricted funds. |
| Reasons for holding zero reserves |
Para 1.22 | NA |
| Details of fund materially in deficit |
Para 1.24 | NA |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | NA |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (constitution, trust deed, royal charter) |
Para 1.25 |
Constitution |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | Penyfai Village Community Association (PVCA) is a Charitable Incorporated Organisation (“CIO”) set up under the Charities Act and the General Regulations 2012 |
| Trustee selection methods including details of any constitutional provisions e.g. election to post |
Para 1.25 | The first charity trustees are appointed for a period of 3 years. Apart from the first charity trustees, every trustee must be appointed for a term of three years by a resolution passed at a properly convened meeting of the charity trustees. |
In selecting individuals for appointment as charity trustees, the charity trustees must have regard to the skills, knowledge and experience needed for the effective administration of the CIO.
Reference and Administrative details
| Charity name | Penyfai Village Community Association |
|---|---|
| Other name the charity uses | PVCA |
| Registered charity number | 1189786 |
| Charity’s principal address | 3 Hillside Green Pen-y-Fai BRIDGEND CF31 4BE |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 |
Trustee name | Office (if any) | Dates acted if not for whole **year ** |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Heidi Bennett | ||||
| Robin Gibbs | Secretary | |||
| Marged Griffiths | Chair | |||
| Kevin Pascoe | ||||
| Kim Reffell | Treasurer | |||
| Jacqueline Roberts | ||||
| Jennifer Ann Thomas |
||||
– Corporate trustees names of the directors at the date the report was approved
Director name
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
Funds held as custodian trustees on behalf of others
Description of the assets NA held in this capacity Name and objects of the NA charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for NA safe custody and segregation of such assets from the charity’s own assets
Exemptions from disclosure
Reason for non-disclosure of key personnel details
NA
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
| Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date |
Marged Griffiths | Robin Gibbs |
|---|---|---|
| Marged Sian Griffiths | Robin Gibbs | |
Chair |
Secretary | |
| 10/01/2023 | ||
| 10/01/2023 |
ANNUAL GENERAL MEETING OF THE PEN-Y-FAI VILLAGE COMMUNITY ASSOCIATION FOR THE YEAR ENDING 31.03.22. Tuesday 10[th] January 2023
FINANCIAL REPORT
The opening balance on the PVCA account was £2684.23 and, due to the pandemic, there has been very little movement on the account during the year. Transactions are shown in the attached Appendix A.
Bank charges
These have remained at £8 per month, with a 50p cheque drawn fee charged in June.
CAF Bank account
The application for a NatWest Community account remained ongoing at the year end.
The closing balance on the account was £2487.73.
Kim Reffell Treasurer 09.01.23.
Appendix A
Pen-y-fai Village Community Association Financial Accounts to 31.03.22.
| Date To Item Debit Credit |
Date To Item Debit Credit |
Date To Item Debit Credit |
Date To Item Debit Credit |
Date To Item Debit Credit |
|---|---|---|---|---|
| 01.04.21. | Openingbalance | 2684.23 | ||
| 15.04.21. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 17.05.21. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 11.06.21. | Smyrna Chapel(meetings donation) | Cheque 00001 | 100.00 | |
| CAF Bank | Cheque drawn fee | 0.50 | ||
| 15.06.21. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 15.07.21. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 16.08.21. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 15.09.21. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 15.10.21. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 15.11.21. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 15.12.21. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 17.01.22. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 15.02.22. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 15.03.22. | CAF Bank | Monthlyaccount fee | 8.00 | |
| Total | 196.50 | 2684.23 | ||
| 31.03.22. | Closingbalance | 2487.73 |